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CRISIS MANAGEMENT

MANUAL

Walt Disney School

2005-2006

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TABLE OF CONTENTS

U.S. Department of Homeland Security Advisory System............................................4

SPS Threat Level and Definitions........................................................................................5 Crisis Management Team (CMT) General Duties & Responsibilities............................9 CMT Class Coverage Schedule.............................................................................................11 School Calling Tree ...............................................................................................................12 Critical Call List......................................................................................................................14

Critical Equipment Operational Procedures ....................................................................15

Crisis Kit Locations................................................................................................................17

School Floor Plans..................................................................................................................18

Sheltering & Evacuation Notification Procedure ..........................................................19

Sheltering Procedure Gymnasium....................................................................................21

Sheltering Procedure Cafeteria.........................................................................................21

Evacuation Procedure Gymnasium......................................................................................22

Evacuation Procedure Cafeteria........................................................................................22

Reunification & Parent Pick-Up Procedures....................................................................23

CMT Specific Duties & Responsibilities During Relocation Event.............................24

Area Map and Reunification Building and Routes...........................................................26

Armed Intruder/Hostage ..................................................................................................27

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Bomb Threat Procedure and Checklist.............................................................................28

Biological Release...................................................................................................................30

Death at School .....................................................................................................................31

Earthquake .............................................................................................................................32

Fire ...........................................................................................................................................33

Hazardous Chemical Spill/Leaks .......................................................................................34

Nuclear and/or Radiological Release.................................................................................35 Tornado....................................................................................................................................35

REFERENCE

Crisis Kit Supply List...........................................................................................................36

Sample Parent Letter After In-Place Sheltering.........................................................37

Sample Parent Letter on Reunification Locations-Student Pickup..........................38

Sample Announcement on Death of Student................................................................39

Sample on Parent Letter on Death of Student............................................................40

School Safety Portfolio.....................................................................................................41

Helpful Media Tips..............................................................................................................42

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U.S. Department of Homeland Security Advisory System

Risk Levels U.S. Department of Education Suggested Actions

SEVERE (Red)

• Follow local/federal governmental instructions (radio and television) • Activate Crisis Plan • Restrict school access to essential personnel • Cancel outside activities and field trips • Provide mental health services to students and staff

HIGH (Orange)

• Assign staff to monitor entrances at all times • Assess facility security measures • Update parents on preparedness efforts • Address student fears concerning possible terrorist attacks • Place school crisis response team on standby alert

ELEVATED (Yellow)

• Inspect school buildings and grounds for suspicious activities • Assess increased risk with public safety officials • Review crisis response plans with school staff • Test alternative communication capabilities

GUARDED (Blue)

• Review security measures • Review emergency communication plan • Inventory, test, and repair communication equipment • Inventory and restock emergency supplies • Conduct crisis training and drills

LOW (Green)

• Assess and update crisis plans and procedures • Discuss updates to school and local crisis plans with

emergency responders • Review duties and responsibilities of crisis team members • Provide CPR and first aid training for staff • Conduct 100% visitor ID check in

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SPS Threat Level Definitions

High → Severe Alert (Red) Initiated by the Federal or State Departments of Homeland Security, or by the school district, when an identifiable threat with significant probability of occurrence is present, and/or when an event has or is occurring and circumstances require an immediate response to ensure safety of students and staff

Guarded → Elevated Alert (Yellow)

Initiated by the Federal or State Departments of Homeland Security, or by the school district, when the district has knowledge of a threat, which may not be specific in nature, with an unknown probability of occurrence, and has the potential to compromise the safety of students and/or staff

Low Alert (Green)

Normal school operation with no added precautions warranted

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SPS Threat Level Advisory System Risk Levels Suggested Actions

HIGH → SEVERE (Red)

• Follow local/state/federal governmental instructions

(radio and television) • Activate Crisis Management Plan • Restrict school access to essential

personnel • Student hallway traffic kept to minimum • No student dismissal without parent/adult

escort • No book bags, cases, etc. on campus

without initial inspection • Staff and student parking lot patrolled,

unauthorized vehicles removed immediately • Buses inspected daily and unloaded and

loaded as close to school buildings as practical and closely supervised

• Parent drop off restricted to one location and closely supervised and monitored

• Only essential deliveries and pickups allowed and closely supervised and monitored

• Cancel outside activities and field trips, no unauthorized access allowed after hours including evening education classes

• Evening and overnight security increased • Mental health services to students and

staff are available • Assign staff to monitor entrances at all

times • Update parents on preparedness efforts • Conduct staff briefings as needed • Classroom review of emergency procedures

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GUARDED→ELEVATED

(Yellow)

• Review security measures • Place school crisis response team on

standby • Inspect school buildings and grounds for

suspicious activities • Custodial staff opens building(s) with walk

through inspection checking emergency lights, fire extinguishers and other critical equipment

• All entries staffed with adults during arrival and dismissal times

• Increased student supervision during class changes, lunch and other activities

• Safety and evacuation drills postponed or delayed at discretion of administrator

• Classroom review of emergency procedures • Continuance of evening education classes,

athletics, outdoor activities and field trips are reviewed

• Increased security patrols • Staff and student parking lots and bus

loading areas are carefully monitored • Unknown visitors produce identification and

state purpose of visit • Food deliveries, preparation, display and

serving is completed under supervision • Assess increased risk with public safety

officials • Review crisis response plans with school

staff • Review communication plan and test

communication systems and alternate measures including emergency generators

• Inventory and verify emergency supplies and restock if necessary

• Conduct staff briefings as necessary • Verify availability of relocation sites

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LOW

(Green) • Assess and update crisis plans and

procedures • Conduct crisis response training and drills • Provide appropriate updates to school and

local crisis plans with emergency responders

• Review duties and responsibilities of crisis team members

• Maintain specialized medical and first responder training for identified staff

• All visitors follow established check-in procedures

• Normal inspections of building and emergency systems and equipment

• Supervision at normal level • Normal security staffing with random

patrols • All extra-curricular activities held as

scheduled

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Crisis Management Team General Duties & Responsibilities

Positions Person Assigned Duties/Responsibilities Team Leader Principal Evaluate Incoming Information Alternate Order Outside Emergency Services If Needed, In-Place Shelter or Evacuate

Coordinate Relocation of Students Activate Crisis Plan & Team Determine Location of Operations Manage Crisis Plan

Notify Superintendent Request Additional District Services Prepare for Media Contacts Make Personal Visits When Needed Conduct Faculty Meeting Debrief Crisis Team Evaluate Crisis Response Assign Classroom Coverage as Needed Communications Designee Make Critical Calls (911) etc. Alternate Use of Intercom System Use of School Record Systems Fire & Storm Warning System Manage Phones Prepare Record of Events Medical Designee Triage Multiple Victims Alternate Administer Immediate First Aid Determine need for Additional Care Identity Tag on Victims Transported Provide Staff to Accompany Victim(s) Media Designee Work with District P.I.O. when needed

Alternate Assimilate Information for CMT Leader Establish on-site media staging

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Security Designee Secure Bldg. During Lock Down Alternate Monitor Exit Locations Coordinate Bldg. Searches On Site Traffic Control Interface w/Emergency Service Agencies Staff Liaison Teacher-in- Covering Immediate Class Needs Charge Keep Team Leader Informed Respond to Staff Inquiries and Reports Assist with Faculty Meeting Parent Liaison Designee Coordinate Student Pick Up Alternate Make Parental and P.T.A Contacts Organize Parent Meetings Develop Parent Mailings Coordinate Volunteer Efforts Handle Gifts and Offers of Assistance Plan Monitor Designee Monitor Plan Components Alternate Assist Team Leader Update Crisis Plan

Maintain Emergency Kits Monitor Bell Schedule Counselors Designee Make Contact to Bring in Additional Alternate Counselors If Student is Deceased, Track Classes Assess Students Most in Need of Immediate Emotional Assistance Establish Location for Individual and Group Counseling and Assign Counselors Activate Classroom Debriefing Plans For the Days that Follow Assess Which Staff Members May Need Emotional Support Provide Parents/Staff w/Warning Signs Techniques for Coping Help with Memorials

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CMT CLASS COVERAGE SCHEDULE

2005-2006 The Teacher-in-Charge will divide their students among their three grade level peers and assume the role of the CMT Staff Liaison. The Art teacher will assist the kindergarten teachers as needed, the Music teacher will assist the 1st grade teachers as needed, the PE teacher will assist the 2nd grade teachers as needed, and Librarian will assist the 3rd grade teachers as needed.

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SCHOOL CALLING TREE 2005-06

Principal John Utne calls the Crisis Management Team (members of the School Enhancement Council) John Utne – home 887-1957; cell 840-4766- School pager 874-6256 School cell 268-7547

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CRITICAL CALL LIST (OFFICE AND HOME NUMBER, PAGER AND CELL PHONE)

Superintendent 523-0026 Associate Superintendent Zone 3 523-0162 268-7995

School Security or School Resource Officer 523-2911

Public Information Officer 523-0050 Police Department 911 Sheriff’s Department 868-4040 Highway Patrol 895-6800 Emergency Management Office 869-6040

Fire Department 911 Utility Company 863-9000 Municipal Public Works 864-1900

Reunification Center Seminole Baptist Church 4211 S. National Ave. 881-4200

Cox Hospitals 269-6000 Health Department 864-1658 Red Cross 832-9500 Transportation Dept 523-0500 Maintenance Supervisor 523-0417 Poison Control 1-800-366-8888

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CRITICAL EQUIPMENT OPERATIONAL PROCEDURES

INTERCOMS

ALL CALL: To activate all intercom stations for a building wide announcement, use the white office intercom.

INDIVIDUAL ROOM: To contact an individual classroom, use any office or classroom telephone.

ELECTRIC SHUT OFF Three main breaker boxes for electric services to the school are located on the south and east walls in the boiler room. The disconnect handle is marked in red and should be pulled down to disconnect electrical service.

GAS SHUT OFF Gas can be shut off at the gas meter, which is located immediately outside the custodian’s and kitchen doors. This shut off requires a large wrench which is located above the sink in the custodian’s room #123...

WATER SHUT OFF The main water line to the school can be turned off at the meter on the sidewalk south of the school.

FIRE EXTINGUISHERS Dry chemical fire extinguishers are located throughout the school. To use:

• Remove the extinguisher by breaking the glass case with the hanging tool • Pull the “pin” by gripping and pulling outward. The plastic tie will break • Point the extinguisher at the base of the fire • Squeeze the bottom and top handles together, which discharges fire

suppressant powder • Discharge until flames can no longer be seen

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TWO-WAY RADIO All school radios operate as follows;

• Turn the on-off switch, located next to the antennae, to the “on” position • The school channel is marked as number “1” • To talk, press the raised panel inward located on the side of the radio • While the panel is depressed, talk normally but deliberately and keep your mouth

about 1-2 inches from the speaker • When finished talking, release the panel

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CRISIS KIT LOCATIONS

CRISIS KITS ARE IN THE FOLLOWING LOCATIONS:

1. NE First grade playground entrance 2. NW Third grade playground entrance 3. Relocation Kit #1 Library exit 4. Relocation Kit #2 Main exit

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SCHOOL FLOOR PLANS M A P S

ITEMS TO BE LOCATED ON THE FLOOR PLAN(S) • All entry and exits • Roof accesses • Location of phones and intercoms • Location of telephone D-Mark • Location of heating, air conditioning, and ventilation controls • Water, gas and electrical cut-off • Fire evacuation routes • Storm sheltering locations • Room numbers and usage information • Location of emergency supply kits • Location of alternate command centers REMEMBER: • Make maps large enough that they are easily readable • Color coding will aid in distinguishing different components

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SHELTERING AND EVACUATION NOTIFICATION PROCEDURES

The following are the recommended language, signals and activation methods for certain types of disasters. Any emergency announcement should explicitly describe what directions are to be followed. It is also important to remember that electronic communication systems may fail due to the disaster itself before warnings can be issued. Alternate methods must be in place and available for these situations. Examples of these are bull horns, portable public address systems (battery operated), etc.

IN PLACE SHELTERING FOR POTENTIAL VIOLENCE: Sample language is “Teachers, secure your classrooms. All students must report immediately to the nearest classroom that has an adult.” IN PLACE SHELTERING FOR OTHER EVENTS: Use language explaining what teachers and students are to do. An example would be, “Teachers, we have a chemical spill on the adjacent street, please secure your classrooms by closing all windows and doors. Students need to remain in the classroom until further notice. Would the custodian please report to the office immediately?” Other methods may be appropriate based on circumstances.

TORNADO:

Use the appropriate bell system for your building. Use the white office intercom and push #13.

FIRE:

Use any fire pull station within the building.

EARTHQUAKE:

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The following is sample language, “This is an earthquake. Drop and hold.” Use the white office intercom and push #13.

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SHELTERING PROCEDURE

Gymnasium

The following procedure should be used if it becomes necessary to shelter persons who are in the gymnasium:

• Gymnasium staff should announce to the audience that there is a need to in-place shelter due to __________. Advise everyone to remain calm and provide clear direction on where to exit (listed below)

• Half of the audience or class will locate in the hallway by classrooms #140

and the restrooms north of the gym. • Half of the audience or class will locate in the hallway by classrooms #148

north of the gym and fire doors.

Cafeteria

The following procedure should be used if it becomes necessary to shelter persons who are in the cafeteria:

• Staff should announce to the students that there is a need to in-place shelter. Advise everyone to remain calm and provide clear direction on where to exit (listed below)

• Persons seated in the front half of the cafeteria should exit the north cafeteria doors and go straight down the hallway. If the situation warrants or directed to do so, immediately begin having individuals assume a duck and cover position, extending from just outside the office door down the hallway to the north up to room #109.

• Persons seated in the back half of the cafeteria should exit the north cafeteria doors and turn right and proceed to the hallway leading to the room #132. If the situation warrants or directed to do so, immediately begin having persons assume the duck and cover position beginning at custodial office door and up to classroom #132.

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EVACUATION PROCEDURE

Gymnasium

The following procedure should be used if it becomes necessary to evacuate persons who are in the gymnasium:

• Gymnasium staff should announce to the audience that there is a need to evacuate due to __________. Advise everyone to remain calm and provide clear direction on where to exit (listed below)

• Advise the audience that upon evacuating they should move to the blacktop

playground east of the gymnasium.

Cafeteria The following procedure should be used if it becomes necessary to evacuate persons in the cafeteria from the school building:

• In lieu of an alarm, staff should announce that there is a need to evacuate. Regardless, advise everyone to remain calm and provide clear direction on where to exit (listed below)

• Persons should exit single file through the north cafeteria doors and

proceed down the north hallway, exiting the building out the northeast and northwest doors and proceed to the blacktop playground north of the library.

• In case the above exit route is not useable, direct everyone to the west

exit doors onto the bus lane. Proceed to the blacktop playground north of the library.

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REUNIFICATION AND STUDENT PICKUP PROCEDURE

• The schools reunification location(s) is the Seminole Baptist Church, 4211 S.

National Ave, 881-4200. • The Crisis Management Team, along with assigned faculty and staff, when

directed, should begin movement of students to the reunification location(s). • Notify SPS security to arrange safe passage across Fremont and National

Avenues. • Bussing arrangements, if needed, should be coordinated with the

Transportation Department. • Secure an area at the relocation site for arriving students. An accounting of

all students should be verified and communicated to the Team Leader. • Make critical district contacts, specifically the Superintendent and the Public

Information Officer. Information should be quickly given to the media to divert parents to the reunification location.

• Provisions should be made for an influx of automobile traffic. Additional police and district staff may be necessary to assist with traffic control.

• Set up a media staging area and if appropriate, coordinate with other emergency service provider agencies.

• In the case of police involvement and investigation, release students to parents only after police authorization has been obtained.

• Only release students to authorized persons using a sign out procedure. • Provide for necessities such as food, water and restroom facilities.

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Crisis Management Team Specific Duties & Responsibilities During Relocation Event

Positions Person Assigned Duties/Responsibilities Team Leader Principal Evaluate Incoming Information Alternate Determine Emergency Services Needs Activate Crisis Plan & Team Order Relocation Request Additional District Services School Spokesperson Pre-Contact Relocation Sites, Time Permitting *Coordinate and Staff Supervision of Students During Transition Communications Designee Make Critical Calls (911) etc. Alternate Emergency Warning Systems Use Oversee Use of Intercom System Notify Band, Choir, P.E., etc. Manage Phones at Relocation Site Assist with Student Release from Relocation Site Maintain Event Log as Practical Medical Designee Triage Multiple Victims Alternate Administer Immediate First Aid Determine Need for Additional Care Direct Immediate Movement of Injured from School Site Identity Tag on Victims Transported Media Designee Work with District P.I.O. as needed Alternate Prepare for Media Contacts off Site Assimilate Information for CMT Leader Assist Student Supervision During Transition to Relocation Site(s) Notify Appropriate District Officials as Directed

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Security Designee Secure Bldg. if Time Allows Alternate Coordinate Final Bldg. Searches if Needed Coordinate Traffic Control Interface w/Emergency Service Agencies

Staff Liaison Teacher-in- Assist with Staff Inquiries and Needs Charge Adjust Student Supervision Assignments as Needed Keep Team Leader Informed Assist with Communication Functions Parent Liaison Designee Handle Parent Inquiries and Contacts Alternate Assist with Student Transition During Relocation Assist with Communication Function Assist with Student Release from Relocation Site Plan Monitor Designee Directly Assist Team Leader Alternate Ensure Adequate Communication Devices Available Coordinate Media Function with Team Leader Counselors Designee Assess Students in Most Need of Immediate Alternate Emotional Assistance and Support Gather Data on Injured or Missing Students Assist with Staff Members in Need of Emotional Assistance and Support Assist with Parent Inquiries Assist with Student Release Assist with Student Transition During Relocation

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REUNIFICATION SITE FLOOR PLAN AND AREA MAP

Seminole Baptist Church 4221 S. National Ave. 881-4200 ITEMS TO BE LOCATED ON FLOOR PLAN • Where students will assemble • How buses will enter and exit • Traffic control points at site • Parents arrival and student release points • Emergency kit locations • Temporary command center • Phones ITEMS TO BE LOCATED ON AREA MAP • Evacuation routes from school • Traffic control points requiring staffing • Location of staging or reunification points • Parks and other open areas

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HOSTAGE/ARMED INTRUDER • Secure the school with the in-place shelter announcement for this type of

event. Teachers should secure their doors and windows and move students away from any line of vision both inside and outside of the building.

• Use the security button located in the school office to alert SPS security. • Notify staff and students on the exterior of the building by using a

predetermined method. Students who are on the exterior of the building should seek cover and concealment. Students who find themselves outside of a classroom but in the building should report immediately to the nearest classroom.

• Call 911 and stay on the line and follow instructions. • Assign your Crisis Management Team specific duties per your site’s Crisis

Management Plan. • Teachers should account for all students. This information should, at some

point, be conveyed to the Command Center. • Choose your Command Center location. This may not be the office but rather

an alternate location pre-identified in the plan. This location, if possible, should contain phones and crisis management supplies.

• Await police arrival.

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BOMB THREAT PROCEDURES Most districts receive only a few if any bomb threats each year. Bomb Threat Procedures should be kept confidential. This is necessary due to the fact that a perpetrator could structure a threat around the procedure. For that reason, the document should not be shared with anyone other than district staff. Immediately following these instruction pages is a sample Bomb Threat Checklist. The checklist utilized in one’s school should be duplicated and kept where district staff responsible for answering phones can access it either during or immediately after a bomb threat. The checklist should be completed while details are still fresh in one’s memory. Ideally it should be completed during the actual bomb threat call.

SUGGESTED COMPONENTS OF A PROCEDURE ARE: • The call taker should, when practical, complete a bomb threat checklist

while talking with the caller. • Immediately notify the Building Administrator or their Designee. • Notify the fire department and/or the local law enforcement agency that

a threat has been received. A report should always be made with one of the above listed agencies.

• If the Administrator or Designee is not readily available, call someone in the district with authority.

• The Administrator or Designee should evaluate the information and determine if imminent danger requires an immediate evacuation. If there is a strong belief that the call is a hoax and time allows, it may be appropriate to consult with other building and/or district officials.

• The use of cellular phones and two-way radios inside the building should be avoided, due to the remote possibility that these types of transmissions may cause premature detonation.

• If evacuation is determined to be the best course of action, utilizing the fire evacuation procedure is the suggested method to quickly move students and staff from the building.

• Move students and staff away from the building using the recommended distances provided by your local fire department.

• The building should not be reentered until the appropriate officials give the clearance to do so.

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BOMB THREAT CHECKLIST

QUESTIONS TO ASK 1. When is the bomb going to explode?_______________________________ 2. Where is it right now?_________________________________________ 3. What does it look like?_________________________________________ 4. What kind of bomb is it?_______________________________________ 5. What will cause it to explode?___________________________________ 6. Did you place the bomb?________________________________________ 7. Why did you do this?__________________________________________

EXACT WORDING OF THE THREAT: SPEECH BACKGROUND

____Calm ____Nasal ____Street Noises ____Factory Noises ____Angry ____Stutter ____Voices ____Animal Noises ____Excited ____Lisp ____P.A. System ____No Background ____Slow ____Raspy ____Music ____Office Machines ____Rapid ____Deep ____Household ____Motor Vehicles ____Soft ____Disguised

TYPE OF LANGUAGE ____Loud ____Accent ____Educated ____Incoherent ____Laughing ____Familiar ____Irrational ____Vulgar ____Crying ____Slurred ____Prepared ____Whispered Sex of Caller________ Race_________ Age__________ If the voice is familiar, who did it sound like? ___________________________

Time__________ Date__/__/__ Length of Call______________ Phone # Call Received At_________________ Signature_____________________________________________________ Remarks:______________________________________________________

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BIOLOGICAL RELEASE • Shut down all heating, ventilation, and air conditioning. • Teachers close all classroom windows. Custodians close all hallway windows

and other openings to the school. • If the threat is outside the building, keep all staff and students inside. • If the threat is inside the building, evacuate to relocation site(s) • Be prepared to isolate and confine anyone believed exposed. Have a

contamination room identified, preferably one with running water and where privacy can be established between sexes.

• Contact the local Health Department and take actions as directed.

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DEATH AT SCHOOL • Call 911 and notify the school nurse. • Do not automatically assume the person(s) are deceased. Administer first aid

and/or CPR until qualified medical personnel arrive and instruct otherwise. • Utilize staff to secure the area where the injured/deceased person is located

as an aid to responding law enforcement officer’s need to potentially process the area as a crime scene.

• Notify nearest relative using the school’s list of employee and student’s emergency information.

• Notify critical personnel from your contact list, which would include the Superintendent.

• Ensure that someone from your Crisis Management Team accompanies or follows the person to the hospital to await the arrival of the family.

• Do not inform the family of the possibility of death. A physician should be the one to discuss this.

• Do not issue any initial statements to the press. Refer all inquiries to the law enforcement agency responding and/or to the district’s central office.

• Prepare to activate counselors.

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EARTHQUAKE

General Instructions • If indoors, stay there. Get under a desk, table or other piece of heavy furniture.

Stay away from bookcases and other free standing items in a room. • If outdoors, get into an open area away from trees, buildings, walls and power

lines. • If driving, pull over to the side of the road and stop. Avoid overpasses, bridges

and power lines. Stay in your vehicle until the shaking stops.

Specific Instructions • Staff should order students and others to drop to the floor and seek shelter

under a heavy piece of furniture such as desks and tables. • The order to evacuate should be given only after the quake subsides.

Use building evacuation routes where possible. Announce the order to evacuate via the intercom, or other alternate communication device should the intercom not be usable.

• Should you encounter fire, hazardous material leaks and spills, and serious injury as a result of the earthquake, refer to the applicable section of the Crisis Plan.

• Notify emergency providers such as police, fire, medical etc. of specific needs. • An accounting of students, staff, and faculty should be made after evacuation. • Monitor district radios and/or public radios for specific instructions and

information. The local emergency broadcast stations are ____________. • Do not return into any building unless directed to do so by someone with the

appropriate authority.

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FIRE • Call 911 for all fires that require a Fire Department response to extinguish.

Be prepared to report the following information: *location of the fire including floor information *nature, size and extent of fire *identity of any known person(s) trapped by the fire and location of such persons

• Evacuate the building under the following circumstances: *spreading fire *fire involving combustible materials such as walls, ceilings, floors, etc. *fire in the library *fire involving any chemicals or gases *fire in NOTE: If in doubt, always evacuate.

• Elevators should not be used during evacuation. Handicapped persons should be evacuated through the use of assigned personnel.

• Move students and staff to an upwind location out of the way of incoming emergency personnel. Teachers should take grade books and account for all students.

• Notify critical personnel from your contact list, which would include the Superintendent.

• Remember, weather conditions and/or the extent of the fire may require the need for student relocation or temporary housing.

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HAZARDOUS MATERIALS & CHEMICAL LEAKS AND SPILLS

Inside School

• Confine the fumes or fire by shutting the doors, if this can be safely done. • Begin evacuation procedures. Inclement weather may require additional

considerations. Teachers should account for all students and notify a member of the Crisis Management Team of any discrepancy.

• Call 911. • Evacuate to a safe area, at least 500 feet upwind from the school. • Using district radio or other communication methods, notify critical district

staff. • Do not allow re-admittance to the school until authorized by the ranking Fire

Department Official on scene.

Outside School • Call 911. • Broadcast “in place sheltering” alert over the intercom. • Students on the exterior of the school should be brought back in immediately. • Secure the building’s ventilation system. This should include the closing of all

doors and windows, placing towels over any exterior air paths. • If directed to do so, ensure that all appliances having a flame are turned off. • Contact critical district personnel. Do not allow anyone to leave the building unless allowed to do so by an authorized person such as a Fire Department O

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NUCLEAR/RADIOLOGICAL RELEASE • Move all students and staff to the lowest level of the building. • Teachers close all classroom windows. Custodians close all hallway windows

and other openings to the school. • Students and staff should be placed in the “Duck and Cover” position if

ordered to do so. • Gas, water and electrical services to the building should be turned off. • All persons should remain in shelter area until the all clear is given by the Site

Administrator. • Report any injuries and/or building damage to the Site Administrator and

district personnel as soon as possible.

TORNADO • Activate building warning system. • Teachers and staff should move students into designated shelter areas. • Students should be placed in the “Duck and Cover” position. • Where time allows, account for all students and staff. • All persons should remain in shelter area until the all clear is given by the Site

Administrator. • Report any injuries and/or building damage to the Site Administrator and

district personnel as soon as possible. • Do not re-enter any area where storm damage has occurred. • If building evacuation is necessary, follow building evacuation procedure. • Never shelter students in a location with a large roof span, (i.e. gym,

auditorium, etc.)

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CRISIS KIT SUPPLIES (SUGGESTED MINIMUM REQUIREMENTS)

2 pairs of latex gloves Bottled water 2 Flashlights (batteries kept separately) Transistor radio (batteries kept separately) Clipboard with student release forms Permanent magic markers pens and/or pencils Blankets Legal pads and pens Duct Tape and Plastic Drop Cloths Copy of Emergency Plan Laminated Room Number Yearbook FIRST AID KIT 2” X 2” Gauze pads 4” X 4” Gauze pads Large compression bandages 2” stretch gauze roller bandages Scissors ½ or 1” adhesive tape Band aids (15 – ¾”, 5 large, 4 square, 4 telfa pads, 10 strips) 2 Sterile eye pads Eye wash 5 Cleansing pads Safety pins Chemical cold pack Plastic airway for mouth to mouth resuscitation Triangular bandage First aid cream Tweezers Paper towels NOTE: A complete listing of all Crisis Kit supplies should be written on a note card and kept with the kit. It should be the Plan Monitor’s responsibility to conduct a periodic inventory and make certain that all kits are complete. Schools should have more than one kit located in different parts of the building. Location of kits should appear on school floor plan as well as this listing.

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SAMPLE PARENT LETTER (AFTER IN PLACE SHELTERING)

TO: Parents FROM: Principal Name SUBJECT: Explanation of Recent School Lockdown As you are probably aware, today we had an incident at school in which it was necessary to lock down the school building by announcing that all students and staff should remain in their respective classrooms until further notice. Students and staff remained in class for approximately 45 minutes. Without breaching confidentiality, I can tell you that we had a situation develop in the cafeteria in which a student became extremely agitated to the point where it was best that we ensure that he not have contact with other students throughout the building. It has been our practice to always act on the side of caution to make certain that all students are safe. Fortunately, within a short period of time we were able to rectify the situation, and return students and staff to their regular routine. These types of school incidents are always unfortunate. Please take time this evening to discuss with your student what happened. In addition, feel free to contact the school with your questions and/or concerns.

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SAMPLE PARENT LETTER (STUDENT RELOCATION INFORMATION)

Date

To: All Parents of __________School From: The Principal Subject: Emergency Relocation Information We hope at __________that we never have to relocate students from the building due to either a manmade or natural emergency situation. However, due to a variety of situations that might occur in a school building, it is possible that this may become necessary. In our planning for a variety of school crisis situations, we have tried to anticipate every possible type of event that can occur at school. Should we have a need to evacuate the school and move students to another temporary location, we want you to know in advance that we have made arrangements to do so at (name and address), or if that building is unavailable, we will move students to (name and address). If we have to move students to another location, please understand that it will be very hectic. Consequently, we would ask that you not call or come to the school building. Instead, please go to the alternate site(s) to pick up your student. You should also be aware that to ensure the utmost safety of all involved, we will require you to sign your child out in much the same way that you do during a regular school day. This will allow us to account for the whereabouts of all students, and it will be crucial that this be done as accurately and systematically as is possible. Your patience will be greatly appreciated in the event that this ever becomes necessary.

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SAMPLE ANNOUNCEMENT (STUDENT DEATH)

Yesterday morning one of our 8th grade students, (student name), passed away at St. John’s Regional Health Center. She was a special young lady, and we will all miss her a great deal. At times like these it is always difficult, and it is especially so because (student name) was so young and had her life ahead of her. Please know that (student name), as a student at Sample Middle School, was part of our school “family”. Each and every student, teacher, and staff member is an important and a vital part of our school. We will all miss (student name) and her many contributions to our school community. As we think back on our times with her, it is important to remember and focus on the positive. We will all feel a lot of mixed emotions over the next few days. Everyone – young and old – will grieve in his/her own way. If at any time you need to talk with someone to share your feelings, we have extra counselors in the building to help us get through this time together. It might help to talk it out. Please let your teacher, counselor, or principals know when you need assistance. You are special young people, and we are here for you. NOTE: Be sure to check with the student’s parents regarding whether or not to discuss the specific circumstances surrounding the death. If they do not want it discussed, and another student is inquiring as to the details, simply say, “Her family has requested that the information regarding her death remain private, and it is important that we respect their wishes.”

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SAMPLE PARENT LETTER (DEATH OF STUDENT)

Dear Mr. and Mrs. Smith, All of us at (School Name) are shocked and deeply saddened by the tragic death of your son/daughter (student name). Words are not adequate to express to you our feelings but know that our thoughts are with you.

(Student Name) was liked and respected by all that knew him/her, and we have all been sadly touched by this tragedy. If there is anything that we can do to assist you in this time of loss, please do not hesitate to call me. On behalf of the students and staff of (School Name), I want to extend to you our deepest sympathy. Sincerely,

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Safety and Security Portfolio ♦ Student Hotline for anonymously reporting information ♦ Visitor check-in procedures ♦ Enhanced access control ♦ Telephones and intercoms in each classroom ♦ Staff and student identification badges ♦ School Resource Officer assigned to the school ♦ Closed Circuit Television throughout the building and grounds ♦ An Emergency Management Plan ♦ Crisis Kits with first aid supplies located throughout the building ♦ Fire, Severe Weather, and In-Place Sheltering Drills ♦ Peer Mediators and Conflict Resolution Teams ♦ Staff Pagers ♦ Two-way radios ♦ Emergency response training for all staff ♦ Evacuation procedures ♦ Hand held metal detectors ♦ Juvenile Probation Officer assigned to the school ♦ Student Assistance Team ♦ Added police patrol around the school and neighborhood ♦ Electronic attendance procedures ♦ “Breaking the Code of Silence” video shown to all students ♦ Implementation of a Violence Curriculum ♦ Classroom door locks activated from the inside ♦ Weather Alert Radios

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MEDIA TIPS

• Only persons cleared to be the spokesperson(s) should address the media, usually the Principal, Superintendent, or Public Information Officer.

• Never be untruthful. • Use of notes or prepared statements is okay. • Coordinate release of information with other agencies. • Have others proof your notes or statements prior to talking publicly. • Don’t speculate or use terms like “assume”. • It is okay to say “I do not know” but you should follow with, “But I will find

out or I will determine who does”. • Do not release names until cleared to do so. • Be cautious about stating what you or others should have done or not done, or

wished had been done differently. These statements create liability issues. • Keep answers short and to the question being asked (less is more). • Review state and federal laws regarding release of student information.

PREPARING FOR A NEWS CONFERENCE - TEN HELPFUL TIPS

1. Simple - Keep the language and content simple and in laymen’s terms. Overly technical language and lengthy explanations tend to extend the news conference, create distracting sideline stories, and can cloud the organization’s message.

2. Short - A written news release is an overview. It contains the basic facts but, more importantly, the news release delivers the organization’s message.

3. Factual but Feeling - Make absolutely certain that all facts are verified, and, if not, are stated as preliminary and subject to change. Where injury and/or death have occurred or where calming is needed, add feeling and convey that part of the message early in the press release.

4. Proof for Accuracy - Have other individuals review the news release. When multiple agencies are involved, their representatives should proof for accuracy, as well. In some cases, it may be more appropriate to conduct joint press conferences.

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5. Practice - Where time permits, practice the delivery aloud. Doing so in front of the crisis management team is an excellent avenue for receiving constructive feedback.

6. Anticipate - Take the statement and develop a list of possible questions that may be generated. Be prepared to answer those questions.

7. Choose the Messenger - The person delivering or reading the news release should be someone who will represent the organization favorably and not be at the center of controversy.

8. Ground Rules - Before you start, state any rules that apply such as whether questions will be allowed, timeline, etc.

9. Take Charge - The presenter should control the news conference, not the media.

10. Stick to the Script - Be prepared for the unexpected but stick to the script. Do not let the media lead you into areas in which you are not prepared to comment